Welcome Back!

On behalf of the St. Patrick’s Fundraising team, I would like to extend a very warm welcome to all our new and returning families and students.

Fundraising has always been a big part of St. Patrick’s for both financial support but also for growing our school community. Some fun things to look forward to this year include Spirit Wear, Neufeld Farms (October), Purdy’s Chocolate (March), Pizza & Movie Nights, Trivia Night, and more.

We want to remind you that all fundraisers are always optional. We look forward to another successful year and thank you in advance for your generosity and support!
Many Blessings,

The Fundraising Team
[email protected]

Purpose
The purpose of this policy is to ensure transparency, accountability, and proper stewardship in the collection, counting, and handling of funds raised through school and parish fundraising initiatives. As a Catholic school community, we are entrusted with the responsible management of donations and proceeds that support our students and programs.
Scope
This policy applies to all school fundraising activities organized by St. Patrick’s School, including but not limited to events, sponsorships, donations, ticket sales, and product fundraisers. It applies to staff, volunteers, and fundraising committee members involved in handling funds.

1. Collection and Storage of Funds

1. All funds collected through fundraising activities must remain on the school or parish property and must not be taken to private homes.
2. Funds must be stored in a secure, locked location at the school or parish office after hours.
3. When possible, funds should be placed in sealed envelopes or deposit bags clearly labeled with:
   1. Event name
   2. Date of collection
   3. Amount (if known)
   4. Names of individuals collecting the funds
4. Cash boxes used during events should be monitored by designated volunteers and transferred to secure storage immediately following the event.

2. Counting of Funds

1. All funds must be counted by a minimum of two (2) individuals for accountability and transparency.
2. Individuals counting funds should not be immediate family members.
3. Both counters must verify and sign a count sheet confirming the total amount collected.
4. Funds should be counted as soon as reasonably possible after the event, ideally within 48 hours.
5. If large sums of money are involved, funds should be counted in a private and secure location within the school or parish.

3. Documentation and Record Keeping

1. A Fundraising Count Sheet must be completed for each event and include:
   • Event name
   • Date counted
   • Breakdown of cash, cheques, and electronic payments
   • Total funds collected
   • Names and signatures of both counters
2. Cheques should be made payable to St. Patrick’s School or St. Patrick’s Parish (if requiring a tax receipt).
3. Completed count sheets and funds should be submitted to the school office or parish office for deposit and record keeping.

4. Purchases and Reimbursements

1. Any purchases made for fundraising events must be pre-approved by the Fundraising Chair or designated administrator before items are purchased.
2. Volunteers who purchase items on behalf of the fundraiser must:
   • Submit original receipts
   • Complete a reimbursement request form
   • Provide a brief description of the purchase and its purpose
3. Reimbursements will only be issued for pre-approved purchases.
4. Whenever possible, event organizers are encouraged to pay vendors directly through the school/parish rather than paying personally and requesting reimbursement.

5. Sponsorships vs. Donations

To comply with financial and charitable guidelines:

Sponsorships

Sponsorships are provided in exchange for advertising or promotional benefits (e.g., logos on posters, banners, event programs, or announcements).

• Sponsorships do not qualify for charitable tax receipts.

Donations

Donations are contributions made without receiving advertising or promotional benefits.

• Donations may be eligible for charitable tax receipts, in accordance with parish and diocesan guidelines.

All sponsors and donors should be clearly identified and documented at the time funds are received.

6. Responsibility and Oversight

The Education Committee, School Administration and Fundraising Committee share responsibility for ensuring this policy is followed. All volunteers handling funds must adhere to these procedures to protect both the individuals involved and the integrity of the school’s fundraising efforts.

7. Policy Review
This policy should be reviewed periodically by the Education Committee, school administration and the fundraising committee to ensure continued compliance with best practices and diocesan guidelines.